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Workflows let you wire together triggers, actions, conditions, and wait steps into a fully automated pipeline. Build them yourself on the visual canvas, start from a prebuilt template, or describe what you want in plain English and let the AI builder do the wiring for you.

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How it works

Every workflow starts with a trigger (an event in your workspace), then runs one or more actions (send email, move stage, add tag, etc.). You can branch the flow with conditions and pause it between steps with wait delays. The builder lives at Workflows. Each workflow has a status of Draft, Active, Paused, or Archived. Only Active workflows fire on real events.
Hirempire autosaves your graph as you edit. The header shows a Saving… / Saved indicator so you always know your changes are persisted.

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Creating a workflow

1

Open Workflows

Go to Workflows and click New workflow, pick a template, or click the AI builder button to start from a prompt.
2

Pick a trigger

A blank workflow opens with the Choose a trigger panel. Select the event that should start the workflow.
3

Add steps

Click the + button under any node to open the Add step panel and choose what happens next. The builder auto-positions each step for you.
4

Configure each node

Click any node on the canvas to open its config panel on the right. Fill required fields — incomplete nodes show a red warning dot.
5

Publish

When everything validates, the Publish button activates. Click it and the workflow status flips to Active and starts running on real events. Use the menu to Unpublish back to Draft anytime.

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Triggers

A workflow can only have one trigger. Choose the event that starts your automation.
Fires when any candidate in your workspace matches the filters you define.Configure:
  • Criteria - one or more rules combined with AND / OR logic. Filter by candidate location, nationality, years of experience, skills, languages, certifications, tags, salary expectation, application source, AI screening decision/match %, or LinkedIn match.
  • Job scope - apply to all jobs or only specific jobs.
At least one criterion with a field and operator is required.
Fires when a candidate moves to a new pipeline stage.Configure:
  • To Stage (required) - the stage the candidate must move into.
  • Job scope - all jobs or a specific subset.
Fires when a candidate replies to your email or LinkedIn message.Configure:
  • Reply channel - any, email only, or LinkedIn only.

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Actions

Actions are the work your workflow performs. Every action supports an optional delay (Wait X days) and a send window (e.g. business hours).
Send a new email from one of your connected sending accounts.Required: email account, subject, body. Insert variables like {{candidate.first_name}} or {{job.title}} into subject and body.
Send a direct LinkedIn message from a connected LinkedIn account.Required: LinkedIn account, message body. Personalize with candidate and job variables.
Send an AI-led pre-screen using Hirempire’s built-in email. No account or copy required - the AI handles the conversation and writes a score plus summary back to the candidate’s record.
Move the candidate to a pipeline stage.Required: target stage. Runs immediately by default (no delay).
Apply a tag to the candidate so you can filter or group them later.Required: tag value.
Open a task for your team to action manually (e.g. “Call this candidate”).Required: task title. Runs immediately by default.

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Conditions

Conditions branch your workflow into a Yes path and a No path based on candidate, application, AI screening, or LinkedIn fields.
Configure one or more rules combined with AND / OR logic. At runtime the workflow evaluates the rules and follows either the green Yes edge or the red No edge. Each branch can have its own steps - including more conditions.
  • Candidate: location, nationality, years of experience, skills, languages, certifications, tags, salary min/max
  • Application: source, job title
  • AI Screening: decision (Select / Maybe / Reject), match %, skills match, experience match, location match
  • LinkedIn: profile matched, match %

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Wait steps

Use a Wait node to pause the workflow before the next step runs. Set a delay in days, hours, or minutes. This is useful for natural-feeling follow-up cadences, e.g. wait 3 days after a LinkedIn message before sending an email.
Most action nodes already have a built-in Wait X days header so you usually don’t need a separate Wait node unless you want sub-day precision or to gate a branch.

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Templates

If you don’t want to start from scratch, head to Workflow templates and click Use template on any card. The workflow is created in your workspace and opened in the builder, fully editable. Current templates:

Multi-channel outreach

Match criteria → send a LinkedIn message → wait 3 days → follow up by email.
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AI Pre-Screen at scale

Match criteria → automatically send an AI pre-screen to every matching candidate.

Reply handler

Reply received → move to Reviewed stage → tag as replied so the team can act fast.

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AI builder

Click the AI Builder button in the top bar to open the AI panel. Describe your workflow in plain English and Hirempire returns a generated graph you can apply with one click. Example prompts:
  • “When a candidate matches criteria, send an email”
  • “When a candidate matches criteria, send a LinkedIn message, then an email”
  • “When a candidate stage changes, send an email and add a tag”
  • “When a candidate replies, move to a stage and add a tag”
The panel previews the generated nodes before you commit. Hit Apply to canvas to load them into the builder, then fine-tune any details.
The AI builder sees your current graph, so you can ask it to extend or modify an existing workflow - not just create from scratch.

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Testing and logs

Click Test run in the top bar, pick a real application from your workspace, and Hirempire executes the workflow against that candidate. The Logs panel opens automatically so you can watch each step resolve.
Click Logs in the top bar to see every run of this workflow. Each run shows:
  • Overall status: Running, Waiting, Completed, Failed, Paused, or Cancelled.
  • The entity it ran on (application, candidate, or CV bank entry).
  • When it started and finished.
Click a run to drill into its individual steps and see each step’s status (pending, running, completed, failed, skipped), input, output, and any error messages.

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Tips

Validate before publish - Hirempire blocks publishing until every required field is filled. Hover the disabled Publish button to see the exact list of fixes.
Use the trigger’s job scope - Scope your trigger to a specific job (or set of jobs) so you don’t accidentally fire automations on candidates from unrelated roles.
Start in Draft - Build and test in Draft status. Use Test run with a real candidate before publishing so you see exactly what each step will send.
Personalize with variables - Insert variables like {{candidate.first_name}}, {{job.title}}, or {{application.ai_screening.match_percentage}} into emails and messages so every send feels written for that candidate.
Deleting a workflow permanently removes it and all of its run history. This action can’t be undone.
  • Automated follow-ups - Simpler status-based emails for accept/reject decisions, no graph required.
  • Jobs - Scope triggers and conditions to specific job postings.
  • Application questions - Collect the data your triggers and conditions filter on.